Overview
As a workspace admin or owner, you control whether external guests can record video feedback on documents in your workspace. Enabling this setting allows project guests and document guests to create screen recordings with audio commentary, just like your team members can.
This guide shows you how to configure the "Allow guests to leave video feedback" setting in your workspace's Display settings.
What you'll need for this to work
Role required: Workspace admin or owner
Access needed: Permission to modify workspace settings
Note: The Display settings section only appears if your workspace has the comment numbers feature enabled. If you don't see the Display option in Workspace settings, contact support.
Before you begin
Understanding the implications of this setting will help you make the right choice for your workflow:
Please keep in mind for Security: When enabled, any guest invited to a project or document can record their screen and voice. Ensure you only invite trusted external collaborators to projects containing sensitive information.
Who this affects
User Type | Setting Disabled | Setting Enabled |
|---|---|---|
Project Guests | Cannot record video feedback | Can record video feedback (up to 10 minutes) |
Document Guests | Cannot record video feedback | Can record video feedback (up to 10 minutes) |
Team Members | Can always record (not affected) | Can always record (not affected) |
Anonymous Users (share links) | Cannot record (never allowed) | Cannot record (never allowed) |
Enable or disable guest video feedback
Click the Settings button in your Workflow workspace (typically found in the top navigation or sidebar).
In the settings sidebar, locate the Workspace settings section.
Click Display from the menu options.
Can't find Display? The Display settings section requires the comment numbers feature flag to be enabled for your workspace. If this option is missing, reach out to your account manager or support team.
Find the checkbox labeled "Allow guests to leave video feedback". This is typically the second option on the Display settings page.
Toggle the checkbox:
Check the box to allow guests to record video feedback
Uncheck the box to prevent guests from recording
The setting saves automatically when you toggle it. You'll see a brief loading state confirming the change.
Setting applied! Changes take effect immediately for all guests in your workspace. No need to re-invite existing guests.
Verify the setting
To confirm the setting is working correctly:
Invite a guest to a test project or use an existing guest account.
Have the guest open a document in the project.
Look for the Record button (video camera icon) in the document toolbar.
If enabled: The guest will see the Record button and can click it to start recording
If disabled: The Record button will be completely hidden from the guest's view
(Optional) If enabled, have the guest click Record to test the full workflow - they should be able to configure camera/microphone and start a recording.
Pro tip: Test with a guest account in an incognito browser window to see exactly what your external collaborators experience without logging out of your admin account.
Common use cases
When to enable guest video feedback
Client review workflows: Clients can provide rich, verbal feedback with screen recordings showing exactly what they're referencing
Remote collaboration: External stakeholders in different time zones can leave asynchronous video feedback instead of scheduling meetings
Design feedback sessions: Freelancers or agency partners can walk through design decisions with narrated screen recordings
User testing: Guest testers can record their experience interacting with prototypes or live websites
When to disable guest video feedback
Internal-only projects: When projects contain sensitive information and you only want team members to record
Controlled feedback: When you prefer guests to use text comments only for easier tracking and searchability
Storage management: Video recordings consume more storage than text comments, so disabling can help manage costs
Compliance requirements: Some organizations have policies restricting external users from creating recorded content
Understanding video recording limits
When guests are allowed to record, they can create video feedback with the following specifications:
Maximum duration: 10 minutes per recording
Recording modes: Screen + camera, or screen only
Requirements: Browser camera and microphone permissions must be granted
Recording features: Pause/resume capability, live timer, camera preview
How video feedback works: When a guest clicks Record, they can configure their camera and microphone, choose between "Screen and Camera" or "Screen only" mode, and create a recording up to 10 minutes long. Learn more in our Feedback guide.
Troubleshooting
Guest still can't record after enabling the setting
Symptom: You've enabled "Allow guests to leave video feedback" but guests report they cannot see the Record button.
Possible causes and solutions:
Document comments are disabled
Cause: If comments are paused on the document, recording is also disabled
Solution: Check that comments are enabled on the specific document the guest is trying to access
Guest hasn't refreshed their browser
Cause: Permission changes may not reflect until the page is reloaded
Solution: Ask the guest to refresh their browser (Cmd+R or Ctrl+R) or log out and back in
User is accessing via share link
Cause: Anonymous users (those accessing via share links without logging in) can never record, even when the setting is enabled
Solution: Invite them as a proper guest to the project instead of using a share link
Display settings not available
Cause: The workspace may not have the required feature flag enabled
Solution: Contact Workflow support to enable the comment numbers feature for your workspace
Setting keeps reverting or won't save
Symptom: The checkbox unchecks itself or changes don't persist.
Solutions:
Check your permissions: Verify you have admin or owner role - regular team members cannot modify workspace settings
Clear browser cache: Browser caching issues can sometimes prevent settings from saving correctly
Try a different browser: Test in an incognito window or different browser to rule out extension conflicts
Contact support: If the issue persists, there may be a workspace-level restriction or technical issue
Guest sees "Recordings have been paused" message
Symptom: The Record button shows a tooltip saying "Recordings have been paused".
Cause: This appears when comments are disabled on the document, which also prevents recording.
Solution: As a workspace admin, navigate to the document and ensure comments are enabled. The Record button will become available once comments are re-enabled.
Related permissions and settings
This setting works alongside other guest permissions in Workflow:
Inviting guests to projects - How to add external collaborators
Understanding teammates vs. guests - Learn the differences between user types
How feedback works in Workflow - Overview of all feedback types including video
What's next
After configuring guest video feedback permissions:
Invite guests to projects: Add external collaborators who can now record video feedback
Set up client workflows: Design a review process that leverages video feedback for richer client input
Monitor storage usage: Keep an eye on workspace storage as video recordings consume more space than text comments
Train your guests: Share Workflow's recording feature with external collaborators so they know how to leave video feedback
Getting help
If you encounter issues not covered in this guide:
Check feature availability: Confirm your workspace has the Display settings feature enabled
Gather details: Note which specific guests are affected, what error messages appear, and when the issue started
Contact support: Please reach out to us with your workspace details and specific symptoms, we're happy to help!
Include test results: Let support know what troubleshooting steps you've already tried